Job Summary
The Office Manager is responsible for a broad range of administrative, operational, facilities, and executive support functions that ensure the efficient operation of the Walnut Street office. This position requires exceptional organizational skills, attention to detail, customer service excellence, professionalism, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Office Operations & Room Management
- Oversee the day-to-day management and presentation of the physical office space, ensuring a professional, welcoming, clean, organized, and functional work environment.
- Maintain office cleanliness and organization, coordinating with building management, cleaning vendors, and internal stakeholders.
- Coordinate meeting logistics for internal and external meetings, including room reservations, attendee communication, and materials preparation, food service, and basic troubleshooting and support for meeting technology.
- Manage the flow and scheduling of conference rooms and meeting spaces in the Walnut Street office, ensuring conference rooms are properly set up before meetings, including furniture arrangement, seating configurations, and signage as needed.
- Coordinate incoming and outgoing mail, phone coverage, and front desk operations.
- Responsible for the supervision and daily management of the Front Desk Attendant.
- Keep inventory of office supplies for Walnut Street, including ordering, tracking, and replenishing supplies.
- Prepare, print, assemble, and organize meeting agendas, presentations, board packets, reports, and other meeting materials as assigned.
- Greet and assist visitors, including Board members, city officials, employees, candidates, and business partners.
- Perform front desk coverage as business needs require.
Executive & Administrative Support
- Provide calendar management and scheduling support for designated executive team members, including coordinating meetings and managing conflicts.
- Provide administrative support to leadership team, including correspondence, document preparation, expense tracking, and other projects as assigned.
- Assist the Senior Manager of Board Governance as needed.
- Support monthly credit card reconciliation and processing.
- Provide administrative support to HR and other departments as assigned.
Technology & Intranet Support
- Support maintenance and updates of the organization’s intranet and SharePoint sites, including posting announcements, maintaining content, and assisting users with access and navigation.
- Assist employees with HRIS access and general systems support.
- Collaborate with IT Director to manage inventory of technology equipment and computers, citing improvements and repairs to conference room equipment.
- Provide basic IT, office equipment, printer, and copier troubleshooting support.
Human Resources Support
- Assist with new-hire onboarding activities, including HRIS entries, check-in procedures, and orientation logistics.
- Maintain confidentiality of employee and organizational information.
- Support HR initiatives and projects as assigned.
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by their immediate supervisor and other management as required.
Qualifications & Skills
- High School Diploma required, associate or bachelor’s degree preferred.
- Experience supporting executives through calendar management, meeting coordination, and administrative functions.
- Experience managing office facilities, conference room operations, and workplace services preferred.
- Experience managing budget and financial responsibilities preferred.
- Knowledge of office administrator responsibilities, systems, and procedures.
- Proficiency in MS Office (Excel, Teams, Outlook, and SharePoint, in particular).
- Hands-on experience with office machines; comfort using audio visual and communication equipment or willingness to learn basic IT skills.
- Familiarity with email scheduling tools and room bookings.
- Excellent time management skills and ability to multitask and prioritize work.
- Attention to detail and problem-solving skills.
- Strong organizational and planning skills in a fast-paced environment.
- Excellent written and verbal communication skills.
- Personable, positive, and enthusiastic attitude with capability to deal effectively with people (both internal and external).
- Excellent organizational skills, work habits, and consistent follow-through.
- Must be able to maintain the highest degree of confidentiality.
Certifications or Specialized Knowledge
- Notary Public, or ability to achieve within first 90 days of employment.
- Certification in Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE) a plus.
Physical and Mental Demands
- Prolonged periods of sitting at a desk and working on a computer balanced with active movement throughout the office environment.
- Must be able to lift 15 pounds at times.
- Digital dexterity and hand/eye coordination in operation of office equipment.
- Able to speak and hear employees on the phone or in person.
- Body motor skills enough to enable employee to move around the office and work environment.
- Additional mental requirements: compare, decide, direct, problem solve, analyze, instruct, and interpret.
- The ability to work well under stress.
Disclaimer
This job description does not constitute a written or implied contract of employment. It is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change the job duties and responsibilities as the need arises.
